Collaborative Report Writing the Proposal

Definition Proposal: a document written to convince your audience to adopt an idea, a product, or a service Two types: solicited and unsolicited

Solicited Proposals Written in response to a request for proposal (RFP) RFP guidelines –What proposal should cover –When it should be submitted –To whom it should be sent Response must show complete understanding of RFP

Unsolicited Proposal Audience for proposal hasn’t indicated a need Writer finds need Writer can be either inside or outside organization that is audience for proposal –Ex. English department hasn’t prepared an RFP for the renovation of web site project.

Parts of Proposal Parts of Proposal Front matter (from cover to introduction) –Title page –Letter/memo of transmittal –Table of contents –List of illustrations –Executive summary

Parts of Proposal 2 Main text –Introduction –Body –conclusion

Parts of Proposal 3 Back matter –Glossary (only needed to define 5+ technical terms) –Bibliography/References/Works Cited page –Appendix/Appendices

Title Page Project title (should include the word “proposal”) Audience’s name(s) –Direct proposal to Dr. Kenneth Baldwin, dept. chair and Ms. Carol Fitzpatrick, Writing Division Director Writer’s name (use course/section number) Date of submission

Letter/Memo of Transmittal If internal, write memo instead of letter. Ex. Use letter for proposals to companies outside the U of MD system. Format: single spaced, unjustified right margin, 1 page long Content: –Short introductory and concluding paragraphs –Conversational style, no technical jargon allowed –Paragraph 1, introductory information: reason for proposal –Body paragraphs: emphasize main benefit of proposal –Conclusion: point out next step in process

Table of Contents (TOC) List of headings for all main sections of proposal Headings for subsections can be included if not too many with same page number Appearance of headings in TOC and document text should be identical Headings on same level must be parallel in structure as well as in appearance

List of Illustrations Page needed for five + graphics Illustrations used in title if have both tables and figures. If just one type present, title = list of figures or list of tables If have both types, should be grouped together on list, figures preceding tables Use label title or caption for specific heading

Executive Summary Concise, one-page overview of proposal’s most important points Content –Avoid technical language –Briefly cover problem, solution, and costs –Emphasize main benefits of proposal Summary should be last part of proposal written

Introduction Purpose statement first. Description of problem: must be clearly explained and if responding to RFP, include language from it to show understanding of RFP Scope of proposal: description of range of activities covered in proposal including tasks already completed (ex. Research, construction of site prototype) Definition of terms: list for 1-4 terms needing to be defined for audience. 5+ terms belong in glossary. Proposal format: list of sections to follow introduction

Body Technical section: explain in detail what work will be done (ex. Changes/improvements to Engl. Dept. site) Management section: explain who will do work and schedule for when work will be begun and completed, including qualifications of personnel Costs section: explain what project will and will not cost (ex. Future site maintenance handled by technical consultants so no costs anticipated.)

Conclusion Restatement of main benefits of proposal Summary of work to be done Final reassurance to audience about competence of project personnel Recommendation that team be chosen to undertake project

Bibliography/References/Works Cited Exact title dependent on documentation style selected (ex. MLA style uses Works Cited) List all print and electronic sources used within paper Unless printing text of interviews in appendices, don’t include interviews

Appendix/Appendices Place for information not important enough for text but that audience might want to know about Possible inclusions: –Questionnaire and interview questions –Résumés of personnel involved in project –Testimonials from satisfied clients –Oversize charts, tables, graphics –Evaluation instruments